Governing Body of St

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ACTION

GOVERNING BODY OF ST PAULINUS PRIMARY CATHOLIC VOLUNTARY ACADEMY

MEETING OF THE BUILDINGS COMMITTEE

HELD MONDAY 19TH SEPTEMBER 2016 AT 4PM /
MEMBERS PRESENT:
Mr F Campbell Chair of Committee
Mr D Aspin
Mr A Bass
Mrs R Campbell
Mr S Geaves Head Teacher
Mrs N Turner
ALSO PRESENT:
Canon Michael Bayldon Vice Chair of Governors
Mrs Lynne Green Clerk
The meeting began with a prayer.
1. APOLOGIES FOR ABSENCE
There were no apologies for absence submitted for consideration.
2. ELECTION OF CHAIR OF SUB-COMMITTEE
The Committee were advised that, as this was the first meeting of the Committee this academic year, the position of Chair was open for election. No eligible Committee members expressed the wish to take on this position. Mr Campbell was nominated and this was seconded. RESOLVED that Mr Frank Campbell be re-elected as Chair of the Buildings Committee.
The Committee discussed the addition of Canon Bayldon to the membership of the Committee. Canon Bayldon expressed his willingness to join this Committee and the Chair will take to the full LMB meeting next month for approval.
3. DECLARATIONS OF INTEREST
Governors were given the opportunity to declare pecuniary and other conflicts of interest that could arise from the agenda of the current meeting.
There were no declarations of interest.
4. MINUTES
The minutes of the meeting held on 9th May 2016 were agreed and signed off by the Chair.
5. MATTERS ARISING FROM PREVIOUS MEETING
CCTV
Mrs Green has received the quotes today. RESOLVED that Mrs Green and Mr Campbell will meet to review the quotes and arrange for most appropriate solution to be undertaken.
Educational Visits
Mr Aspin has chased, and is still awaiting a date from Lisa Marron for EVC training (following the introduction of the new Trust-wide policy/procedures). There is some confusion over whether this training will be for all teachers or just the EVC (with a view to cascading of information from the EVC to teaching staff). The Chair has agreed to chase Mrs Marron for this information.
School Minibus
Mrs Green advised the Committee that the home-school minibus service ceased as at 20th July 2016.
The Committee were provided with a breakdown showing the profit and loss for the last academic year. The final account (taking into consideration income carried forward from the previous year, sale of minibus/ refund of unexpired services and redundancy costs, shows that the service made a loss of £415.23. There is a sum of £254.40 still outstanding in unpaid fares. When this is recovered, the loss will be £160.83.
It was noted that the fares income for the year was £2400 less than the operating costs which demonstrates that the service was unsustainable and that the decision to end the service was made at the right time.
Parking on Site
With the agreement of the Church, and after the necessary consultation with the LA Planning Department, the following changes were made to on-site parking facilities:
·  The main carpark gates were relocated to a point 5 metres inside the boundary fence with further panels installed to maintain a continuous and secure boundary fence around the site;
·  The layby has been altered so as to extend the pedestrian area to the edge of the road, which gives a clear ‘end’ to the parking spaces in the layby. Bollards have also been installed at this point to prevent cars parking on this paving;
·  Parents have been advised that there is now no parking (including at lunchtime) on site, apart from those holders of ‘Blue Badges’.
The new arrangements have been successful so far however some cars are still pulling in front of the gates. Mrs Green consulted the Committee regarding the appropriate wording of a sign for the gates. After discussion, it was agreed that sign will read ‘DO NOT OBSTRUCT THESE GATES’ and will be black writing on a white background. The Committee were advised that the Church has agreed to fund half of the costs of the gate relocation/signage and it is also noted that the LA agreed not to charge for the alterations to the layby.
Mr Campbell thanked Mrs Green for her work on this project.
6.  HEALTH AND SAFETY
The Committee were advised that the Health and Safety Inspection, due to take place today, has been postponed by the LA and will now take place on Tuesday 27th September. Mr Geaves confirmed that all actions from the previous report have been actioned.
Mr Geaves and Mr Aspin will do an H&S ‘walk around’ ahead of the inspection, paying special attention to remedial work carried out on areas such as the kitchen serving hatch. This may lead to further items being added to the Buildings Action Plan.
7.  POLICY REVIEW
Governors were handed a copy of the Policy Review schedule.
Mr Geaves reminded the Committee that most of the corporate policies were updated and signed off at the last meeting.
Crisis Management Plan
The Crisis Management Plan has been amended, with new contact numbers inserted where necessary. It is the School’s intention to test small parts of the plan over the coming months. The Plan will be reviewed at the H&S Inspection next week and any recommendations will be actioned accordingly.
A Governor has suggested that incorporating a simple flow chart within the plan would assist anyone needing to seek guidance from the document. Mr Geaves will look into this.
A Governor asked if academy conversion had led to changes within the plan. Mr Geaves stated that, in the event of an emergency or catastrophic event, guidance would still be sought from the LA, as well as the Diocese, especially regarding the handling of the media.
On paper, short term reciprocal plans remain in place with Galley Hill regarding the temporary provision of learning facilities. Mr Geaves has spoken to the Head at Galley Hill and this is something which they need to review as they now have 1.5 form entry into the School.
First Aid Policy
There is a minor amendment to be made to this policy, regarding the removal of references to the minibus service. Once amended, it was RESOLVED that this policy may be signed off by the Chair.
Fire Evacuation Policies
Mr Aspin and Mrs Campbell will meet to review the Out of School Club Fire Evacuation Policy.
Mr Geaves and Mr Aspin will check that the Lettings Evacuation Policy is being followed by all parties involved. Particular attention will be given to checking that the front door is unlocked when the property is occupied.
A Governor questioned why we have fire extinguishers when our policy states that we are not allowed to use them. Mr Aspin stated that this is an anomaly which does not have a satisfactory answer. He has suggested that the School may wish to renew the fire extinguisher training, which was undertaken by all staff several years ago. Mr Geaves will look into this.
8  ACADEMIES CONDITION IMPROVEMENT FUND
Mrs Green advised the Committee that the works to upgrade the heating system had been completed successfully, and under budget, over the summer term. The surplus funding has been used to replace the old, badly stained doors and also to fit a new security door and associated entry system/studded wall to the front office area.
The Committee were advised by Mrs Green that she would be looking to submit a bid this year for the removal of asbestos under the sink areas in Key Stage 1 and EYFS which would include the replacement of sinks and flooring throughout. Mrs Green did advise the Committee that this is an opportunistic bid as it doesn’t necessarily fit the full criteria however she is prepared to put the work in to try for the funding. In the likely event that the bid is unsuccessful, the school may request that the works be completed using the DFC balance.
9  BUILDINGS ACTION PLAN
The Governors were presented with a copy of the BAP. A number of items, detailed below, have been completed since the last meeting:
·  Supply and fitting of the security door;
·  Modifications to railings on front yard;
·  Modifications to FS/Year 2 doors and the holding back of doors;
·  Removal of bars to internal window (Year 2)
It is noted that the following are expected to be completed prior to the next meeting:
·  CCTV Repair;
·  Year 1 Shed.
A Governor asked if the Foundation Stage Outdoor Play Frame was an item which should be on the list. Mrs Green agreed that it should be and also confirmed that she was meeting with Mrs Spark and Mrs Campbell on Wednesday to discuss the 3 quotes received, with a view to placing an order by the end of the week. Mr Aspin asked to be a party to the discussions, to ensure that all Health and Safety issues were being addressed. Mrs Green agreed that this was a good idea.
Mrs Green will update the action plan and submit to Governors with the minutes of this meeting.
10. ANY OTHER BUSINESS
Summer Works
Mr Geaves expressed his thanks to Mrs Green for her work over the summer in managing the repairs and maintenance and ensuring that the works were completed to such a high standard.
PTFA Shed
The PTFA have requested that they be allowed to purchase and erect a storage shed on the school grounds. RESOLVED that this may be situated to the rear of school and that they can purchase and arrange the laying of a suitable base. Mr Geaves will advise the PTFA.
As the Key Stage 1 shed has not yet been purchased, Mr Geaves suggested that a combined arrangement for the laying of the base may be funded by the PTFA. Mrs Turner suggested a contractor who would carry out the work. It was explained that normal procurement rules would need to be applied, involving 3 quotes with the retaining of all documentation, and the same principles will need to be applied to the purchase of the Key Stage 1 shed.
Year 1 Classroom
Mrs Turner advised the Committee that she has a problem in her classroom when placing displays. She has several walls which incorporate (previously external) window panes. Mrs Turner explained that she finds it difficult to make displays adhere to the surfaces and has requested that the Committee agrees to the replacing of the windows with, possibly, studded wall partitions. She has also asked that the walls be covered with Sundela board, so that this can be stapled directly on to. It was pointed out that other classrooms will be affected by any such works and the views of others should be taken into consideration. In addition, 3 of these areas of proposed works are window units with integral doors – the alterations to window areas may also affect the existing doors and this should be costed into any works.
In addition, Mrs Turner has requested that the existing uPVC and glass screen, along with the windows to the hall area be replaced in a similar way. Mrs Green has agreed to obtain quotes and then the cost of works can be considered along with other works to be done next year.
10  DATE AND TIME OF NEXT MEETING
The next meeting of the Committee will take place on Monday 16th January 2017 at 4.00pm.
The meeting closed at 5.35pm. / Chair
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